City of Woodstock Sealed Solicitation

Title: RFP 2021 - 03 City Council Chambers Audio/Visual System Upgrade

Deadline: 10/27/2020 2:00 PM   (UTC-05:00) Eastern Time (US & Canada)

Status: In Review

Solicitation Number: 2021 - 03

Description:

The City of Woodstock, Georgia (CITY) hereby issues a request for bids (RFP) from qualified vendors for the purpose of upgrading the audio/visual system at the City Council Chambers located at 8534 Main Street.  RFP details and document information may be found by visiting Vendor Registry or Georgia Procurement Registry. All questions must be submitted through Vendor Registry.  Deadline to submit questions is 10:00 A.M. October 20, 2020.

All responses to this RFP must be received electronically through Vendor no later than 2:00 P.M. on October 27, 2020.  Bids will be publicly opened and read aloud at 2:01 P.M. virtually viz Zoom.  All bids will be evaluated by the City and the project will be awarded, if it is awarded, within 60 days of the bid opening. The Contract will be awarded to the lowest, responsive, responsible Bidder as determined by the review committee and as approved by City Council.

Goods and services shall meet or exceed the following guidelines:

Proposals should include complete refresh of the audio and video system.  Design, engineer, procure, implement, custom program, train, and support an advanced AV system capable of supporting various meeting types, including the adaptation for high-quality streamed and “webconferencing” (Zoom) enablement. The project should also include a flexible system for the Executive Session Conference Room.

Pricing should be itemized as specified on the bid proposal form. Pricing shall be valid for a period of 60 days after the RFP submittal date.  The contractor shall be responsible for furnishing all materials and labor to complete the project.

All work is expected to be completed within 30 days from date of contract.  Bidder hereby agrees to fully complete the project within thirty (30) consecutive calendar days; bidder further agrees to pay as liquidated damages the sum of $250 per each consecutive calendar day that the Contractor shall be in default after the date stipulated in the Contract for completing work.

Documents:

Documents as of 9/17/2020
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Addition 1

Posted: 10/1/2020

Type of Addition: Addendum 1 - Non-Mandatory Site Visit

Overview:

The City has determined it is in the best interest to offer a non‐mandatory site visit for interested bidders to tour the site location as well as ask questions and/or for clarifications.

Pre-Bid Meeting Details: Location: City Council Chambers 8534 Main Street, Woodstock, GA 30188Due to COVID‐19, the following restrictions will be in place during the site visit:a. Mask/facial coverings are requiredb. Social distancing when possible

Documents:

Addition 2

Posted: 10/6/2020

Type of Addition: Addendum 2 - Revised Exhibit C & Dais Project Concept

Overview: Addendum 2 contains a revised Exhibit C which corrects a typo on the product listing as well as provides a conceptual design for reference of the dais project.

Documents:

Addition 3

Posted: 10/16/2020

Type of Addition: Addendum 3 - Non-Mandatory Pre-Bid Meeting Q & A

Overview: Responses to questions received during and since non-mandatory pre-bid meeting.

Documents:

Addition 4

Posted: 10/20/2020

Type of Addition: Sample Contract

Overview: This is a sample contract that is subject to change.

Documents:

Addition 5

Posted: 11/13/2020

Type of Addition: In Review

Overview: Bid tabulation as ready at bid opening.

Documents:

Question 1

Posted: 9/30/2020

Question: Are vendors able to schedule a site visit for full evaluation of where AV equipment will be installed?

Response: Please see Addendum 1 Non-Mandatory Site Visit posted today 10/01/2020.

Question 2

Posted: 9/30/2020

Question:

Response: I do not see a question. Did you intend to submit one?

Question 3

Posted: 9/30/2020

Question:

Response: I do not see a question. Did you intend to submit one?

Question 4

Posted: 9/30/2020

Question: Will the City accept alternate products with specifications that are equal to the originally proposed equipment?

Response: Unless otherwise specified, the items in this bid have been identified, described, and referenced by a brand name or trade name/mark that is intended to be descriptive, but not restrictive, and is used to indicate the quality and characteristics of products that may be offered. Other products may be considered for award if such products are clearly identified in the bid and are determined by the City to meet its needs in all respects. It shall be the responsibility of the bidder(s), including the bidder whose product is referenced, to indicate the brand name and model or series number of the product offered and to furnish with their bid such specifications, catalog pages, brochures, or other data that will provide an adequate basis for determining the quality and functional capabilities of the product offered. However, the City may elect to purchase brand name products or services when the goods comprise a major brand system, program, or service previously selected by the City and due to operation effectiveness, future enhancements or additions, or maintenance and storage of spare parts preclude the mixing of brands, manufactures, etc. Any information provided should be properly labeled. The City reserves the right to request product demonstrations and/or samples from any bidders prior to bid award. Failure to provide the requested data or product demonstrations and/or samples may be considered valid justification for rejection of bid.

Question 5

Posted: 9/30/2020

Question: Are floor plans and/or room dimensions available?

Response: An addendum will be released next week with additional information.

Question 6

Posted: 10/7/2020

Question: Hi Crystal, A couple of questions regarding the Council Chambers A/V Upgrade bid: 1. The doc specifies that all work must be completed within 30 days or there will be penalties. Due to Covid and other factors a number of the products on the equipment list could be backordered 6-8 weeks. How is the city taking this into account regarding the 30 day deadline? 2. Who designed the upgrade solution, and are there any type of drawings (project scope, floorplan and RCP layouts, function blocks, etc.) available?

Response: 1. The 30-day project timeframe will begin when the contractor begins installation. It is not the City's intention to penalize the contractor for delivery backorders out of the contractor's control. However, it will be the contractor's responsibility to notify and work with the City's project manager regarding any delivery/project timeframe delays/issues. 2. Over the course of time, the City has had various discussions with a variety of vendors about possible “solutions”. The City has done it’s due diligence and has selected the products that best fit the City’s needs. Drawings are not available. Photos may be taken during the non-mandatory pre-bid site visit, if desired.

Question 7

Posted: 10/9/2020

Question: Could you please provide a sample contract? Thank you!

Response: This will be provided as part of an addendum.

Question 8

Posted: 10/12/2020

Question: Will drawings or floor plans be released this week?

Response: Drawings of the existing system are not available. Drawings for the dais project have been released (see Addendum 2). A non-mandatory site visit will take place today (10/13/2020) at 10:00 am.

Question 9

Posted: 10/15/2020

Question: Please provide the following information: 1) Diagonal projection screen size? 2) How many total displays will be at the new Dais that will need to display video from the system? 3) During the walkthrough it was mentioned that the speaker count in the main room will change from 16 to 12. Please confirm this change. 4) The current podium has a PC, HDMI cable and VGA cable. please conform that all three sources are needed on the new system? 5) please confirm the # of training hours you would like included in the bid? 6) During the walk through it was mentioned that there is an existing streaming device that needs to stay in the system and receive the same feed as the room. please confirm? Thank you!

Response: Please see addendum 3.

Question 10

Posted: 10/15/2020

Question: During the walkthrough it was mentioned that there were to be (3) total cameras installed in the main room. The current equipment list calls for (4) cameras. Please advise on the final camera totals.

Response: Please see addendum 3.

Question 11

Posted: 10/16/2020

Question: 1) would in ceiling speakers be preferred instead of pendant speakers? 2) will we be re using the lectern monitor for the podium? 3) will we need to provide monitors for the dais, if so how many? 4) Will the existing podium be reused or will we need to provide a new one?

Response: Please see addendum 3.

Question 12

Posted: 10/19/2020

Question: In the council chambers...What is the Digital Audio Recorder? Input number? Input connections? Monitor for Zoom system. What size? Mounted where? Why are NVX-350’s used instead of E30’s or D30’s? What is “Intel NUC Expansion module - 10 Gigabit SFP+ / SFP (mini-GBIC) x 4” Used for? In board room...Will the 86” replace the projection system?

Response: The City has a number of pieces of equipment that are existing that do not need replacing but need to be accounted for. For example, the drop-down screens in the Chambers we believe do not need to be replaced but re-programmed, so they come down appropriately with the new projectors. In this particular instance, this piece of equipment (Digital Audio recorder) needs to be incorporated to the whole solution much like our Assistive Listening System. Yes 24” is desired. More than likely it will go at the AV desk we are hoping to have in the back room. For maximum flexibility and futureproofing. E and D models only have 1 function whereas NX350 are multi-functional. The SPFs are to bridge to two networks (web-conferencing and video) together at the highest speed possible. Yes

Question 13

Posted: 10/20/2020

Question: Could you please provide a sample contract?

Response: Sample contract to be posted. Contract is a sample and is subject to change.

Question 14

Posted: 10/20/2020

Question: Is the streaming encoder for the feeds to the City of Woodstock webpage owner-furnished equipment?

Response: Yes. We just need the proper handoff to the machine.

Question 15

Posted: 10/20/2020

Question: Please confirm that the “multiple sources” to the screens and windowing is limited to the content being presented and the switched program camera feed?

Response: Our desire is to have a dedicated “host” pc to bridge the interactive, online community, or viewing audience (ie., Zoom, etc.), with those in attendance within the Chambers facility (albeit Mayor and Council, Planning Commissioners, staff, etc.) or to be hosting the in-building meeting exclusively. We desire the ability to have “picture in picture” display to those in attendance and the Mayor, Council and Commissioners, to show either the meeting agenda, presenter’s content and camera angle in some capacity. We believe this is another input into the desired system. As of right now, we have a single pane and displayed information, and we want to have a multi-pane view. Last, we believe the NVX-350 technology will allow us the flexibility to place cameras connected to them in the future increasing the video camera angles and improving the audience experience. This will be an input source to be handled in the future as we grow or seek enhancements to the system.

Question 16

Posted: 10/20/2020

Question: Other than the specified equipment is there anything else required for the AV-Tech Technician Control Station? For example, furniture?

Response: Not at this juncture. The City intends to provide furniture, power and data connection to the approved location.

Question 17

Posted: 10/20/2020

Question: Please confirm all work can be done during normal business hours on consecutive weekdays?

Response: Our standard business hours 8am-5pm Monday through Friday. We are hopeful the project can be completed within the normal working schedule and consecutive days. If, however, exceptions have to be made to reach project completion, then we are prepared to make those exceptions with our staff and hope that those interested in helping the City with this project will support those efforts. Work days and times will be negotiated with the successful bidder.

Question 18

Posted: 10/20/2020

Question: Has funding been set aside for this project by the City Council?

Response: Yes

Question 19

Posted: 10/20/2020

Question: If funding has been set aside for this project by City Council, could you provide a target budget range for the project?

Response: $100,000 - $125,000

Question 20

Posted: 10/20/2020

Question: Based on final RFI responses not being received until a few days before the bid deadline, would it be possible to get an extension until October 30?

Response: No, question deadline is today (10/20) at 10:00 am. Responses will be posted within 24-hours of question deadline. RFP is due 10/27.

Posted: 10/1/2020

Type of Addition: Addendum 1 - Non-Mandatory Site Visit

Overview:

The City has determined it is in the best interest to offer a non‐mandatory site visit for interested bidders to tour the site location as well as ask questions and/or for clarifications.

Pre-Bid Meeting Details: Location: City Council Chambers 8534 Main Street, Woodstock, GA 30188Due to COVID‐19, the following restrictions will be in place during the site visit:a. Mask/facial coverings are requiredb. Social distancing when possible

Documents:

Posted: 10/6/2020

Type of Addition: Addendum 2 - Revised Exhibit C & Dais Project Concept

Overview: Addendum 2 contains a revised Exhibit C which corrects a typo on the product listing as well as provides a conceptual design for reference of the dais project.

Documents:

Posted: 10/16/2020

Type of Addition: Addendum 3 - Non-Mandatory Pre-Bid Meeting Q & A

Overview: Responses to questions received during and since non-mandatory pre-bid meeting.

Documents:

Posted: 10/20/2020

Type of Addition: Sample Contract

Overview: This is a sample contract that is subject to change.

Documents:

Posted: 11/13/2020

Type of Addition: In Review

Overview: Bid tabulation as ready at bid opening.

Documents:

Posted: 9/30/2020

Question: Are vendors able to schedule a site visit for full evaluation of where AV equipment will be installed?

Response: Please see Addendum 1 Non-Mandatory Site Visit posted today 10/01/2020.

Posted: 9/30/2020

Question:

Response: I do not see a question. Did you intend to submit one?

Posted: 9/30/2020

Question:

Response: I do not see a question. Did you intend to submit one?

Posted: 9/30/2020

Question: Will the City accept alternate products with specifications that are equal to the originally proposed equipment?

Response: Unless otherwise specified, the items in this bid have been identified, described, and referenced by a brand name or trade name/mark that is intended to be descriptive, but not restrictive, and is used to indicate the quality and characteristics of products that may be offered. Other products may be considered for award if such products are clearly identified in the bid and are determined by the City to meet its needs in all respects. It shall be the responsibility of the bidder(s), including the bidder whose product is referenced, to indicate the brand name and model or series number of the product offered and to furnish with their bid such specifications, catalog pages, brochures, or other data that will provide an adequate basis for determining the quality and functional capabilities of the product offered. However, the City may elect to purchase brand name products or services when the goods comprise a major brand system, program, or service previously selected by the City and due to operation effectiveness, future enhancements or additions, or maintenance and storage of spare parts preclude the mixing of brands, manufactures, etc. Any information provided should be properly labeled. The City reserves the right to request product demonstrations and/or samples from any bidders prior to bid award. Failure to provide the requested data or product demonstrations and/or samples may be considered valid justification for rejection of bid.

Posted: 9/30/2020

Question: Are floor plans and/or room dimensions available?

Response: An addendum will be released next week with additional information.

Posted: 10/7/2020

Question: Hi Crystal, A couple of questions regarding the Council Chambers A/V Upgrade bid: 1. The doc specifies that all work must be completed within 30 days or there will be penalties. Due to Covid and other factors a number of the products on the equipment list could be backordered 6-8 weeks. How is the city taking this into account regarding the 30 day deadline? 2. Who designed the upgrade solution, and are there any type of drawings (project scope, floorplan and RCP layouts, function blocks, etc.) available?

Response: 1. The 30-day project timeframe will begin when the contractor begins installation. It is not the City's intention to penalize the contractor for delivery backorders out of the contractor's control. However, it will be the contractor's responsibility to notify and work with the City's project manager regarding any delivery/project timeframe delays/issues. 2. Over the course of time, the City has had various discussions with a variety of vendors about possible “solutions”. The City has done it’s due diligence and has selected the products that best fit the City’s needs. Drawings are not available. Photos may be taken during the non-mandatory pre-bid site visit, if desired.

Posted: 10/9/2020

Question: Could you please provide a sample contract? Thank you!

Response: This will be provided as part of an addendum.

Posted: 10/12/2020

Question: Will drawings or floor plans be released this week?

Response: Drawings of the existing system are not available. Drawings for the dais project have been released (see Addendum 2). A non-mandatory site visit will take place today (10/13/2020) at 10:00 am.

Posted: 10/15/2020

Question: Please provide the following information: 1) Diagonal projection screen size? 2) How many total displays will be at the new Dais that will need to display video from the system? 3) During the walkthrough it was mentioned that the speaker count in the main room will change from 16 to 12. Please confirm this change. 4) The current podium has a PC, HDMI cable and VGA cable. please conform that all three sources are needed on the new system? 5) please confirm the # of training hours you would like included in the bid? 6) During the walk through it was mentioned that there is an existing streaming device that needs to stay in the system and receive the same feed as the room. please confirm? Thank you!

Response: Please see addendum 3.

Posted: 10/15/2020

Question: During the walkthrough it was mentioned that there were to be (3) total cameras installed in the main room. The current equipment list calls for (4) cameras. Please advise on the final camera totals.

Response: Please see addendum 3.

Posted: 10/16/2020

Question: 1) would in ceiling speakers be preferred instead of pendant speakers? 2) will we be re using the lectern monitor for the podium? 3) will we need to provide monitors for the dais, if so how many? 4) Will the existing podium be reused or will we need to provide a new one?

Response: Please see addendum 3.

Posted: 10/19/2020

Question: In the council chambers...What is the Digital Audio Recorder? Input number? Input connections? Monitor for Zoom system. What size? Mounted where? Why are NVX-350’s used instead of E30’s or D30’s? What is “Intel NUC Expansion module - 10 Gigabit SFP+ / SFP (mini-GBIC) x 4” Used for? In board room...Will the 86” replace the projection system?

Response: The City has a number of pieces of equipment that are existing that do not need replacing but need to be accounted for. For example, the drop-down screens in the Chambers we believe do not need to be replaced but re-programmed, so they come down appropriately with the new projectors. In this particular instance, this piece of equipment (Digital Audio recorder) needs to be incorporated to the whole solution much like our Assistive Listening System. Yes 24” is desired. More than likely it will go at the AV desk we are hoping to have in the back room. For maximum flexibility and futureproofing. E and D models only have 1 function whereas NX350 are multi-functional. The SPFs are to bridge to two networks (web-conferencing and video) together at the highest speed possible. Yes

Posted: 10/20/2020

Question: Could you please provide a sample contract?

Response: Sample contract to be posted. Contract is a sample and is subject to change.

Posted: 10/20/2020

Question: Is the streaming encoder for the feeds to the City of Woodstock webpage owner-furnished equipment?

Response: Yes. We just need the proper handoff to the machine.

Posted: 10/20/2020

Question: Please confirm that the “multiple sources” to the screens and windowing is limited to the content being presented and the switched program camera feed?

Response: Our desire is to have a dedicated “host” pc to bridge the interactive, online community, or viewing audience (ie., Zoom, etc.), with those in attendance within the Chambers facility (albeit Mayor and Council, Planning Commissioners, staff, etc.) or to be hosting the in-building meeting exclusively. We desire the ability to have “picture in picture” display to those in attendance and the Mayor, Council and Commissioners, to show either the meeting agenda, presenter’s content and camera angle in some capacity. We believe this is another input into the desired system. As of right now, we have a single pane and displayed information, and we want to have a multi-pane view. Last, we believe the NVX-350 technology will allow us the flexibility to place cameras connected to them in the future increasing the video camera angles and improving the audience experience. This will be an input source to be handled in the future as we grow or seek enhancements to the system.

Posted: 10/20/2020

Question: Other than the specified equipment is there anything else required for the AV-Tech Technician Control Station? For example, furniture?

Response: Not at this juncture. The City intends to provide furniture, power and data connection to the approved location.

Posted: 10/20/2020

Question: Please confirm all work can be done during normal business hours on consecutive weekdays?

Response: Our standard business hours 8am-5pm Monday through Friday. We are hopeful the project can be completed within the normal working schedule and consecutive days. If, however, exceptions have to be made to reach project completion, then we are prepared to make those exceptions with our staff and hope that those interested in helping the City with this project will support those efforts. Work days and times will be negotiated with the successful bidder.

Posted: 10/20/2020

Question: Has funding been set aside for this project by the City Council?

Response: Yes

Posted: 10/20/2020

Question: If funding has been set aside for this project by City Council, could you provide a target budget range for the project?

Response: $100,000 - $125,000

Posted: 10/20/2020

Question: Based on final RFI responses not being received until a few days before the bid deadline, would it be possible to get an extension until October 30?

Response: No, question deadline is today (10/20) at 10:00 am. Responses will be posted within 24-hours of question deadline. RFP is due 10/27.